This Page describes the Program Process for:
- Symphony Orchestra
- University Orchestra
- New Music Ensemble
- Wind Ensemble
- Symphony Band
- Wind Symphony
Other ensembles can find their workflows here:
Programs are generated using information for your concert that exists in ArtsVision. For these concerts, the marketing designer will initiate the proofing process by sending a first draft of your program based on what is available in ArtsVision. For the process to run smoothly it is imperative that ArtsVision repertoire and rosters be kept up-to-date.
Point of Contact
Each ensemble should elect a single person to be the point-of-contact with the marketing designer for all communication. All drafts and proofing will funnel through that point person. The marketing designer will send proofs to and receive changes from only the assigned point-of-contact. See details under Making Corrections below.
Provided that the repertoire list and roster for your event are correct in ArtsVision, you do not need to provide the marketing designer with this information. The programs office will initiate the programs process and send you a first draft.
The school will supply original program notes for your concert. Program notes are assigned to be written 60 days before you concert, using the rep list in ArtsVision. To ensure that you receive well-written, accurate notes for your program, your rep must be finalized and updated in ArtsVision by this 60-day deadline. If you make changes to your rep within 60 days of your concert, you must notify the programs office ASAP. Failure to do so will result in missing program notes. While we will make every effort to supply notes for last-minute repertoire changes, We can not guarantee that we can supply notes for any changes made after the 60 day mark.
Bios & Headshots
We print program bios and photos for conductors, guest conductors, and featured soloists or guests. The program office keeps program bios & headshots for BSOM Faculty and TAs on file for use in programs. If you are a new faculty member or TA, you should provide a 170 word bio and headshot to the marketing designer, which will be kept on file. Your bio must be 170 words or less. Longer bios will be truncated and may not reflect the information that is most important to you.
BSOM Faculty and TAs may update their program assets at any time by emailing new photos or bios directly do the marketing designer.
If your program has featured guest conductors or soloists who are not BSOM Faculty or TAs, the marketing designer will require a bio and headshot from the performer for the program. You may collect them yourself, or ask the artist to send their assets directly to the marketing designer. In most cases, bios should be 170 words or less. If your concert includes an especially celebrated or honored guest performer, you may choose to submit a Featured Bio of up to 300 words for that guest performer. There is a limit of 1 Featured Bio per program.
Please only send high-resolution photos. Photos should be a minimum of 2000 pixels on the vertical side. In general, vertical headshots are preferred for programs to horizontal photos.
The workflow for programs is a 5-week span that begins when the marketing designer delivers the first draft of your program, and ends 12 days before your concert. The goal is that your program is press-ready at least 12 days before your concert so that there is plenty of time to account for the busy printing schedule.
The process includes three proofs and three rounds of changes for a final PDF about 2 weeks before your concert. Each time you receive a draft, you are given 4 days to proof the document and return changes to the marketing designer. Upon receipt of the changes, the marketing director will provide a new proof within 2 days.
This should be considered a flexible guideline scheduled with the cooperative aim of having a finished program about 2 weeks prior to the concert. Due dates are not hard deadlines.
Any dates that fall on a weekend will automatically default to the following Monday. If you send a list of changes on Friday, the marketing designer will aim to provide a new proof on Monday.
Programs will be scheduled to go to press approximately 9-11 days before your concert; this allows us to fit the job into the busy print schedule and allows a buffer in the case of unforeseen problems, like a machine breakdown.
Final Roster and Change Deadlines
Though the general workflow is considered flexible, the 12-day deadline is firm. 12 days before your concert, the existing draft program will be considered the final program and go to press. Any changes to roster after the 12-day mark will not appear in the final program.
- Your ensemble team may choose who should be involved in the proofing process. Have your point person distribute the proofs to your selected team, and collect edits from the team. Only the assigned point person should be in contact with the marketing designer.
- Before sending corrections to the marketing designer, the point person should collate all the changes into a single document, and ensure that none of the changes contain conflicting information. If there is a conflict, resolve the conflicting data internally before sending corrections.
- Whenever possible, an annotated PDF is the preferred method for receiving changes. You can use the markup tools provided in MacOS Preview to make clear changes throughout the proof. A single change list in a Word document or the body of an email will also be accepted. The changes must be collated into a single list. Do not simply forward multiple change lists from multiple email addresses.
- Please make every effort to send a single list of changes for every cycle. Upon receiving changes, a new draft is frequently generated on a quick turnaround, so multiple changes coming in at different times results in a lot of excess work for everyone.